Worksheet for TOUR COORDINATOR - BSA Troop 29



Worksheet for TOUR COORDINATOR

The Activities Committee has created the following worksheet to assist tour coordinators in performing their assigned tasks.

Obtain TOUR PERMIT

Tour permit process is now online at “”

Do we have sufficient HEALTH FORMS for all scouts?

Do we have sufficient TRAINED ADULTS on the trip, as required by the

BSA (hazardous weather; youth protection; etc.)?

Arrange for LODGING

Camping? Hostel? Cabins?

Are RESERVATIONS necessary?

Are we going one night, two nights, or more? Has that been factored into cost?

Is a DEPOSIT necessary? To whom is the check made out to? Where is it sent?

Will we need to bring a CHECK (OR CASH) with us to the site?

Is there a REFUND POLICY in case of cancellation, or if our numbers are lower than anticipated?

Are there adequate BATHROOM FACILITIES?

Is there POTABLE WATER nearby? Will we have to bring any water?

Is there a PAVILION or a place to set up TARPS?

What are the COOKING arrangements? What can we do; what must we bring?

Do we need to bring FIREWOOD?

How close to the site is PARKING? How many cars can we park?

Where is the NEAREST HOSPITAL?

Arrange for TRANSPORTATION

What mode of transport – CARS? RENT BUS? Some other mode?

Are arrangements in place for BOTH THE TRIP THERE AND THE BACK? Do we have enough drivers?

Have DRIVING DIRECTIONS AND MAPS been obtained and copied all drivers? Are there any side trips taken during the weekend, and do we have directions for those destinations?

Who is HAULING THE TRAILER?

Who are the DRIVERS? Do we have their INSURANCE AND DRIVER’S LICENSE information? Have they registered their vehicles on the Tour Permit web-site?

How many SCOUTS and/or ADULTS can each driver transport?

Arrange for PUBLICITY

Has WEB-SITE announcement been completed?

Check to make sure the SPL makes announcements at MEETINGS.

Send out a publicity E-MAIL.

Make sure ACTIVITY SHEETS and SIGN-UP SHEETS are completed

(see below).

Coordinate with PROGRAM STAFF

Are any TICKETS needed for a special event?

Is any SPECIAL EQUIPMENT necessary? For example: mountain bikes; shotguns/rifles; climbing gear; caving gear; fishing rods;

COLD WEATHER CLOTHES; tools for a service project.

If cold weather camping, is there a place to get warm if necessary, such as an enclosed hut?

Is there adequate transportation to intermediate sites? Maps and directions for drivers?

Patrol or troop COOKING? Any restaurants? Will scouts and adults need

To bring MONEY for restaurants, or anything else?

Prepare ACTIVITY and SIGN-UP SHEETS

Must establish an overall COST of the trip per person.

Include mention of special equipment needs or other special considerations.

Coordinate with Treasurer/clerical to establish a ROSTER.

Finalize Activity Logistic Details

Monitor Sign Ups and Roster Preparation by Registrar

Monitor Health Form Status by Registrar

Tour Permit copies to Program Staff

Maps

Verify Lodging registration.

POST-TRIP Matters

Provide Treasurer with FINAL TALLY OF WHO ACTUALLY ATTENDED, including cancellations (with reasons for cancellation) and/or late additions.

Coordinate with Treasurer to do a FINANCIAL ANALYSIS.

Obtain TOUR PERMIT

Arrange for LODGING

Arrange for TRANSPORTATION

Arrange for PUBLICITY (activity sheets and web site info)

Coordinate with PROGRAM STAFF

Prepare ACTIVITY and SIGN-UP SHEETS

POST-TRIP Matters (financials)

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